Reservation flows

Owned by Marina Joziasse
Last updated: Jul 30, 2024
5 min read



Purpose of this article is to describe reservation flows in the Reservation manager








Owner reservation


  • If you start from the owner manager > owner,  user will be able to start creating the reservation from here and owner details and DC/RC are already saved in the new reservation
  • Or user can start creating the reservation via the Reservation manager directly, in that case, > Always start with the correct DC/RC (own use check box activated) and the owner details (customer form).
  • Then search for location/period and type and move to the 2nd step
  • If the c
  • Contract own use configuration is correctly configured user will see the available own use periods on top, below the calendar
  • Select unit will then only show the applicable unit(s), select one if there are multiple show
  • Select any available period
  • Based on the selected unit and owner we know where to deduct the used own use days so this can be updated accordingly when the reservation will be confirmed/moved to provisional.
  • Note: An owner own use reservation in MXTS via the planning chart is not possible, as the own use days can not be deducted. We show the user an error message related to the missing customer and not able to check the own use days. Any owner reservation for a guest is possible.


On the backlog we have a ticket to improve on the current flow by selecting the accommodation type and unit upfront  MXTS-33846 - Getting issue details... STATUS


Yearround reservation for renting and non-renting owners

A yearround reservation for renting and non-renting owners can be created using the Reservation manager. 

User will be able to create such a reservation manually or using the copy reservation batch update to copy them to a new period/new year.

Also for this kind of accommodation types it is important to have:

  • A valid release (relative)
  • Capacity of at least 1 subject
  • Rates
  • Rentability
  • Unit or unit quantity
  • Mandatory add-ons (if applicable)

On Request (booking restrictions)

The On request reservation can be created using the Reservation manager

It is possible to create a reservation with booking restrictions/rolling request or requests where the owner or any company department should

give an approval before the reservation can be confirmed.

Booking restrictions can be configured in the Content Manager along with Rolling Request and Request. With this, you can say that a guest can’t book x days or hours in advance.

Restrictions and their differences:

  1. Book restriction: relative to the arrival day. Guest can’t book x days or hours in advance. Guest is blocked from booking on the internet, in MXTS Reservation manager it will only be possible to update to status On request.

  2. Rolling request: same as book restriction with the difference that guest is not blocked on the internet, in MXTS  Reservation manager it will only be possible to update to status On request

  3. Request: a whole period with start and end date can be determined. Reservations where the arrival day falls within this period will be on request



In the Reservation Manager, when the user fills in an arrival date, we show a On Request label on the results (the accommodation types in the search). Even with a book restriction where the guest is blocked on the internet, in the RM you can book through. In case of all three restrictions, the reservation will move to the reservation status REQUEST (instead of PROVISIONAL). The user will have to ask the owner (or manager in case there is no owner) if it is allowed to make the booking. After approval, the reservation status can be changed to PROVISIONAL.


Reservations for arrivals in the past up to one year for reservation type Accommodation type, Add-on and Invoice

It will now be possible to create a reservation for arrivals in the past.

There are 2 new settings which will update the availability to allow the user to create reservations in the past:

  • Feature flag allowing the user to create reservations for arrivals in the past up to one year. Enabling this one requires a manually indexing which can be done by Dev-ops team as we currently indexing up to 6 months in the past by default.


  • Permission allowing the user to create reservations for arrivals in the past up to 6 months






Test reservation

A test reservation in MXTS can be created via the Reservation manager when all the configuration is ready and the release is  available for the settingTesting




Change location/move to other location


In the reservation manager, 2 flows can be used to change the location in an existing reservation.-

  • Change location will allow the user to change the reservation to any other available location. This will change the location and the booked accommodation but will keep all other data as reservation number, payments, communication, memo's etc. (concerns not having an AO per location)



  • Move to another location (concerns having a AO per location) will allow the user to cancel/decline the current reservation and create a new linked reservation for any available location. Any already paid amounts can be transferred to the new reservation




Manage payment terms

In the Reservation manager, existing reservations, it is possible to manage the payment term set and specific payment terms.

Below permission is needed to allow the user to manage the payment terms in the reservation:






Change payment terms will allow the user to update:

  • Payment term name
  • Issue date => to any future date
  • Due date => to any future date
  • Value => The user is able to decrease the value of a specific payment term
  • The user is not able to save the changes until a new payment term is added where the remaining value will be added automatically.
  • In the new term, the term name can be added and changes can be saved